Introduction
The Word Hub Limited leverages artificial intelligence (AI) technology where it adds value to our translation services. At the same time, we uphold the highest standards of quality, privacy, and ethics. This AI Policy Statement explains how we integrate and use AI tools in our translation processes.
Purpose
This policy ensures that we:
- use AI responsibly and ethically in translation.
- protect client data and maintain privacy.
- provide transparency about our AI practices.
- maintain high standards of translation accuracy and quality.
Scope
This policy applies to all employees, linguists, and third-party vendors who develop, implement, or use AI technologies within The Word Hub Limited.
Data Privacy and Security
1.1 AI Vendor
Our third-party AI vendor holds ISO 27001:2013 certification. We protect all data entered into the system with state-of-the-art encryption. Moreover, The Word Hub never uses translations generated through this service to train other engines or benefit other clients.
1.2 Translation Memories
We use client-specific translation memories to support AI output. Therefore, we never share them with other clients.
1.3 Sensitive Data
Clients must provide us with any sensitive data that they do not want processed with AI when they submit the initial quotation request.
1.4 Cybersecurity
We protect all computers and software with firewalls, antivirus tools, and regular updates.
Quality Assurance
2.1 AI In The Loop
Our professional linguists review and edit all AI-generated translations to ensure accuracy and quality.
2.2 Baseline Engines
- Baseline engines are trained using billions of words of public data and public corpora to enhance translation quality.
- We regularly test baseline engines to evaluate quality. Human linguists are used for these evaluations; automatic evaluation methods are not used.
- Our chosen provider uses Neural Machine Translation (NMT). In contrast to Large Language Models (LLMs) which are trained on vast quantities of monolingual data to predict text, NMT engines are trained using bilingual parallel corpora to learn and produce text.
2.3 Client feedback
Clients can provide feedback on AI translations, which we actively use to improve our AI tools.
2.4 Internal workflows and audits
- The Word Hub Limited develops and implements robust internal workflows to ensure consistent and accurate AI implementation.
- Workflows are regularly audited and attested by The Word Hub Limited’s ISO 9001:2015 and ISO 17100:2015 certifications.
Ethical Use of AI
3.1 Bias Mitigation
We identify and reduce AI biases through regular audits in accordance with our ISO 9001:2015 and ISO 17100:2015 certifications.
3.2 Transparency
- Clients will be informed when AI tools are used in the translation process.
- Clients have the right to make a Freedom of Information request for more details about our use of AI technology.
3.3 Accountability
Human translators always take responsibility for the final output.
Client Consent
4.1 Opt-Out Option
Clients can opt out of having their data used for AI training.
Employee Training and Development
5.1 Training
- All of our trusted professional linguists are experienced in the use of AI tools and the editing of their output.
- Where suitable, The Word Hub Limited employees take part in training programs and join focus groups about AI advancements and best practices in translation.
5.2 Continual Learning
All The Word Hub employees stay updated on AI developments and best practices in translation.
Intellectual Property
6.1 Ownership
The Word Hub retains ownership of all AI-generated translations and associated IP.
6.2 Usage Rights
We manage the use and sharing of AI tools and outputs appropriately.
Vendor Management
7.1 Vendor Evaluation
We assess third-party AI vendors for security, reliability, and ethical practices.
7.2 Contractual Obligations
Contracts include clauses on data privacy, security, and ethical AI use.
Policy Review and Updates
We review this policy annually and update it to reflect changes in technology, regulations, and company practices.
Contact Information
For any questions or concerns regarding this AI Policy Statement, please contact:
- Name: Darren Verdi-Ashton
- Email: [email protected]
